Administrative Assistant - Signature Events

Van Andel Institute; Grand Rapids (MI); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Benefits Day One

Job summary

Van Andel Institute in Grand Rapids, MI, seeks an Administrative Assistant to support the Director of Signature Events and the philanthropy team. You will manage calendars, coordinate events, prepare correspondence, and ensure confidential handling of information.

The role requires an associate degree (bachelor’s preferred); strong communication, organizational skills, and a customer-service mindset are essential. This is a full-time, on-site position with Day One benefits.

Qualifications

• An associate degree is required; a bachelor’s degree is strongly preferred.
• Excellent attention to detail and ability to handle confidential information.
• Experience supporting executives and events is a plus.
• Strong communication and customer service skills.

Responsibilities

• Manage the Director of Signature Events' calendar and meeting requests.
• Provide admin support for VAI signature philanthropic events.
• Prepare monthly expense reports and track budgets.
• Coordinate auctions, procurement, and logistics for events.
• Maintain departmental filing and archiving systems.

Skills

Customer service mindset

Excellent communication

Organizational skills

Calendar management

Team collaboration

Education

Associate degree

Bachelor's degree preferred

Tools

Microsoft Office

Microsoft Outlook

Budget tracking software

Job description

Van Andel Institute (VAI), a world-class biomedical research institute, located in Grand Rapids, Michigan, is dedicated to improving human health. We are pioneers in the fight against cancer, Parkinson's, and other diseases. We are committed to inspiring the next generation of scientists and educators.Van Andel Institute (VAI) has an opening for an Administrative Assistant. This individual will provide superior administrative support to VAI’s Director of Signature Events, the Signature Events team, and will be an integral member of the VAI Philanthropy Team.As the Administrative Assistant to the Director of Signature Events, you will support the multi-faceted functions of the entire Events team as well as provide superior customer service to internal and external partners.You will provide the highest level of executive administrative support by performing complex, varied, and confidential functions to ensure the efficiency and effectiveness of the day-to-day operation of the team. You must have the ability to manage multiple details, embody excellent written and oral communication skills and exemplify our culture of collaboration while being meticulously organized with strong planning foresight and skills.Some of the high-level responsibilities you can expect to fulfill would include:Calendar – Manage an extremely active calendar of appointments and shifting schedules to serve internal and external colleagues and collaborators and triage as appropriate. Schedule appointments for the Director of Signature Events and send detailed meeting requests to attendees. Schedule and coordinate committee meeting calendars.Events – Provide support for all VAI signature philanthropic events in coordination with all events team members.Written and Verbal Communication Skills – have the ability to effectively and accurately communicate with both internal and external stakeholders honoring the role you play in communicating with these key relationships internal and external to the institute.Confidentiality – you will be working with a large amount of confidential information. It is imperative to be able to respect and maintain the strictest levels of confidentiality.Prepare monthly expense reports, track budgets, and coordinate expenses related to items associated with signature events and corporate giving.Coordinate planning and execution of auctions for events including; procurement tracking in partnership with committees; managing descriptions, packaging, and display logistics; oversee auction platform setup and functionality; support checkout and fulfillment processes. the management ofEstablish and maintain departmental filing and archiving systems including maintaining written policies and procedures.Manage mail and email, prepare correspondence, coordinate multiple calendars, etc. Partner with the team on the cultivation and tracking of corporate fundraising efforts. These duties include exercising independent judgment and tact with respect to handling requests, resolving problems, and carrying out confidential matters.Maintain appropriate levels of office supplies, equipment, work orders, etc.This job might be for you if you:Display a customer service mindset in working with members of the team, the institute, and philanthropic supporters.Communicate efficiently both verbally and in writing.Be able to work independently and as a team member with others within the Institute to complete administrative tasks in support of the philanthropy team.Have strong organizational skills, attention to detail, and a sharp focus on efficient completion of tasks.Be able to anticipate needs and suggest proactive measures to lessen the administrative burden on other members of the team.Be able to effectively prioritize tasks to efficiently manage multiple projects and requests.You should possess the following skills, characteristics, and traits:An associate degree is required, with a bachelor’s degree strongly preferred.Excellent attention to detail – you consistently deliver high-quality work across many tasks and track multiple activities with minimal errors.Excellent customer service.People person – the whole of the philanthropy team works closely with many individuals, both internal and external to the organization. Strong people skills are an important value within the team.Compensation and BenefitsAll full-time employees of Van Andel Institute are eligible for benefits, effective Day One! The hourly rate you can expect in this role is based on your experience and skills.YOUR NEXT STEPS!If you are a person who has demonstrated success in these areas, we would love to have a conversation with you! The first step in beginning this conversation is to APPLY NOW!Complete the online application, submitting a single combined document with the following:Cover letter outlining why you are interested in this role and how this position aligns with your goals.Resume3 professional references (name, how you know them, email, and phone number)ABOUT VAN ANDEL INSTITUTEVan Andel Institute (VAI) is committed to improving the health and enhancing the lives of current and future generations through cutting-edge biomedical research and innovative educational offerings. Established in Grand Rapids, Michigan, in 1996 by the Van Andel family, VAI is now home to more than 650 scientists, educators and support staff, who work with a growing number of national and international collaborators to foster discovery. The Institute’s scientists study the origins of cancer, Parkinson’s and other diseases and translate their findings into breakthrough prevention and treatment strategies. Our educators develop inquiry-based approaches for K–12 education to help students and teachers prepare the next generation of problem-solvers, while our Graduate School offers a rigorous, research-intensive Ph.D. program in molecular and cellular biology. Learn more at vai.org.Van Andel Institute is an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which different perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Equal Opportunity employer.As Van Andel Institute is a drug free employer, all prospective new employees undergo a urinalysis/drug test as part of our pre-employment process. This is a 7-panel drug screen and it includes testing for Marijuana, Cocaine, Amphetamines, Opiates, PCP, Barbiturates, and Benzodiazepines.About Grand Rapids, MIVan Andel Institute is in downtown Grand Rapids, Michigan in the center of the Medical Mile. A remarkable combination of a cosmopolitan atmosphere and small-town warmth, Grand Rapids is known for its philanthropic and sustainability-driven community. It’s fun affordable and family-friendly.Located on the banks of the Grand River, Grand Rapids offers all the big-city excitement you'd expect from a million-resident metropolis, featuring hundreds of restaurants and nightspots, theaters, museums, sports and concerts. The safe and clean downtown is surrounded by an eclectic mix of walkable neighborhoods and natural areas. The downtown area is safe and clean with an eclectic mix of walkable neighborhoods and natural areas.